Homepage
The homepage is the first thing any user sees when they log into ACMS. The buttons available to users depend on their security settings as well as the ACMS modules that are active:
Admin users will have the ability to alter the appearance of the homepage using the icons at the bottom of the screen:
From left to right, the icons can be used to accomplish the following tasks:
Configure page
Edit widgets
Move widgets
Reset widgets
Redo tour
Save layout
It is possible to save a specific homepage layout for a security group. This ensures that users only have access to the appropriate modules of ACMS.
People Search
The People Search can be used to quickly access a user’s Candidate Dashboard. People Search is accessible on the homepage or via the Personnel option on the dropdown menu:
Entering a person’s surname into the Surname field is often the easiest way to find that individual.
However, if you struggle to find a person with just this information you can either select the Advanced Search button on the homepage or use the extra fields which appear on the right-hand side of the screen to enter extra information about them:
Resource Search
It is also possible to search for people on the basis of their capability using the Resource Search. Resource Search is accessible on the homepage or via the Personnel option on the dropdown menu. There are a number of search criteria that can be used, including:
- Role
- Route knowledge
- Traction knowledge
- Current Link
- Ability to sign all the routes for a link
- Ability to sign all the traction for a link
- Depot
- Region
- T&C Annotation
Resource Search works in the same way as People Search. Once your search parameters have been entered and the relevant candidates found, you can double click on a person to open their Candidate Dashboard.
Candidate Dashboard
As previously described, the Candidate Dashboard can be accessed through People Search and Resource Search. The Candidate Dashboard details everything ACMS knows about a person under a series of tabs:
To navigate through the Candidate Dashboard, simply select the different tabs at the top of the page. The tabs available in the dashboard depend on three factors:
- The person’s role
- The security settings for the user viewing the dashboard
- The active modules on ACMS
For people who have a lot of tabs use the arrows to scroll through the hidden tabs.
The Candidate Dashboard updates with any information added into ACMS through the activated modules.
My Page
My Page is a place where users can view all data that ACMS has stored about them. It is effectively a personal Candidate Dashboard for the user logged in.
My Page can be accessed through a widget on the homepage or using the dropdown menu in the top left of ACMS.
Medicals
Information regarding all medicals is accessed through the Medical option on the dropdown menu.
Medical Type
Different types of Medicals can be recorded on ACMS. By default, the following are available under Medical Type:
The Medical Type Admin can be used to add new types of Medicals and edit or delete existing Medical Types:
To add a new Medical Type select 'Add' under the Medical Type Admin, then complete the Name and Description fields and add further information about the new Medical Type via the Medical Type Option Admin:
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To edit or delete an existing Medical Type, you must select a Medical Type before going into the Medical Type Admin.
Medical Rule
This page can be used to edit the Medical Rules for different roles. Medical Rules dictate how often Medicals must take place, typically based on the age of the candidate. These can be set up differently for each Medical Type.
Below is an example of the Medical Rules for a Train Manager:
- Every 5 years aged up to 40 years
- Every 3 years aged between 40 and 62 years; (if medical is booked when a person is after 59 years of age and less than 62 years of age, the following medical is due on or before the individual’s 63rd birthday)
- Every year aged 62 and over
To set these rules up, firstly a new Medical Rule Collection must be created for the role. This can be found via:
Menu > Medical > Medical Rule Collection > Admin > Add
Under 'Create', the birthday rule can be established by entering the age at which the medical period is rounded to, in this case the candidate's 63rd birthday:
Now the Medical Rule Collection exists, the Medical Rules themselves can be established in the second stage of the process. This can be found via:
Menu → Medical → Medical Rule → Medical Rule Admin → Add
Under 'Create', a new rule can be added and assigned to a pre-existing category. Below are the rules that that would be established in the case of the Train Manager example. The number on the left-hand side relates to the age at which the rule applies and the number on the right-hand side relates to the number of years the candidate will require a medical:
- Candidates under the age of 40 have a medical every 5 years
- Candidates between the age of 40 and 62 have a medical every 3 years
- Candidates over the age of 62 have a medical every year (-1 = infinity)
Medical
The Medical Admin under the Medical option of the dropdown menu shows the medical information for all users. The data can be sorted by Personnel, Medical Type or None (sorts by Date of Medical by default) using the buttons at the top of the screen:
A more advanced search is also possible by pressing Search on the right-hand side of the page to open up the Search tool:
Personnel
New personnel can be added to ACMS via the Personnel option on the dropdown menu by going to Personnel Admin, selecting 'Add' and using the different tabs to enter the relevant information.
Useful things to note:
- Date Ended Service: when adding a new candidate this can be left blank. This field is used to retire candidates from the system.
- Validate for Safety Critical: when this button is pressed, more fields will become mandatory as indicated with a red asterisk.
- Duties: this dictates what a person can do on the system
- Candidate: can be assessed (must be enabled to make candidate visible on personnel)
- Assessor: can do assessments
- Investigator: can perform investigations
- User status: allows a person to log in
- Security group: dictates who the person can see on the system and what they can do. The security group options tend to have two parts e.g. company-admin
- First part: what they can see e.g. depot - manager can only see people in a particular depot
- Second part: what they can do e.g. depot - control can only read certain things whereas depot - manager has more capabilities such as adding new people and doing assessments
- Username: we recommend setting this as the start of the person's company email address, as the username must be unique
- User role group: further limits who you can see based on roles
The Personnel Admin can also be used to edit or delete personnel from ACMS, as follows:
Teams
Teams on ACMS are used to reduce visual clutter as you can see just the people that you are interested in. Teams are not used for security reasons.
These are used on both ACMS and aAssess to reduce the information that is presented to the user. Reports can also be run with respect to teams for planning and assessment statistics.
To create a team, you must be an admin user of the system. This can be done via the Team Admin under Personnel on the dropdown menu. Once a team has been set up in this way, it can either be managed by the admin and anyone can be added to it from this screen, or the Team Leader can manage this using the options on the Team People Search.
Step 1: Go to the Team Admin.
Step 2: Add a new team through the Team Admin.
Step 3: Add the details of the team. Note that the final 3 boxes are optional.
Step 4: Add people by searching and dragging and dropping them into your team.
You will now be able to see this on the Teams tab of the Candidate Dashboard for that user.
Roles
Roles can be added to the system to allow people with different duties to be handled by the system in different ways. Roles can be accessed via Personnel on the dropdown menu.
Role Type
Different role types can be added to ACMS by selecting 'Add' on the Role Type Admin and entering relevant information. This page can then be used to activate certain Candidate Dashboard tabs dependent on the user role. To do this, simply check the required boxes on the right-hand side of the page:
Role Wizard
Once Role Types have been added to ACMS, candidates can be assigned to the different roles. This can be done in two ways:
- Via Role Wizard
Menu → Personnel → Role Wizard
Once roles have been established under Role Type, people can be added to the roles using the Role Wizard which guides you through the steps necessary to establish the person on the system. The steps involve completing information about the following data:
- Personnel data
- Role data
- Medical data
- Competence data
- ID card and License data
Establishing a User on ACMS
Step 1: Search and select a candidate and press next at the bottom of the screen
Step 2: Fill in all compulsory information about the candidate, as indicated with *. A photo of the candidate can also be added to ACMS using the File browse option at the bottom of the page. Press ‘Next’ again.
Step 3: Medical information can be added using Medical Admin
Step 4: Use the Role tab to assign a role to the candidate using the drop-down boxes.
Once all the relevant information is completed for a section a green tick will appear next to the tab on the left-hand side of the page. If one of the sections is missing some necessary information then a red cross will appear next to the tab.
When all of the necessary information is completed then it is possible to Review the candidate.
Role (to edit rather than assign role)
Menu → Personnel → Role → Search and double click on candidate
Candidates can have multiple roles and can retire from one type of role to start in a new role, hence the Leaving Date and Reason for Leaving fields.
The Role Info tab can be used to enter competence dates:
- Original: refers to the 1st time a person was competent anywhere in the world
- First: the 1st time the person has been competent at the company
- Current: the date of the most recent summary assessment
A role is retired by adding a leaving date. Then a new role can be added to the candidate if they are remaining in the business.
If a retired role needs to be reactivated, all you need to do is delete the leaving date in the Role admin.
Links
Links represent a set of things a person must be competent to do in order to work in a particular place, at a particular time.
Links can be added, edited and deleted via the Link Admin on the dropdown menu.
Adding a New Link
To add a new link select 'Add' under Link Admin and fill in the relevant information. To assign routes and traction to the link, drag them across from 'Unassigned Routes/Traction' on the right-hand side of the page to 'Assigned Routes/Traction':
Assigning a Candidate to a Link
A user can be assigned to a link either through the Role Admin or on their role tab of their Candidate Dashboard.
T&C Annotations
A Terms & Conditions Annotation is an extra classification for a person in a safety critical role. It can be used to differentiate any personnel that work to different Terms & Conditions.
T&C Annotations can be added, edited and deleted via the T&C Annotation Admin under the Company option on the dropdown menu.
Reports
ACMS has a range of reporting capabilities to pull data from the system.
Standard Reports
There are over 200 standard reports available in ACMS, some relate to specific modules, and others are part of the Base module.
Custom Reports
These are designed to meet specific customer needs.
Aggregate (management) reports
These have been created to summarise information for a range of people.
Each of the above types of report can be found on the Report Admin either via the homepage widget or under Report on the dropdown menu. This page has a number of functions, including the ability to:
- search for specific reports using the 'Search' bar at the top of the page.
- favourite reports by selecting the star in the 'Favourites' column.
- generate reports by selecting a report, going to Report Admin and clicking 'Email'.
- group reports into folders using the 'Grouping' toggle at the top of the page.
Individual Reports
In addition, reports about a specific candidate can be generated through the Report Admin on their Candidate Dashboard.
